MINUTES OF MEETING
BOARD OF DIRECTORS
GREATER LAKE SYLVIA ASSOCIATION
A meeting of the Board of Directors of the Greater Lake Sylvia Lake Association (“GLSA”) was held on Saturday, October 13, 2012 at Southside Township Hall commencing at 9:00 a.m.
Present at the meeting were Board members Pat Beithon, Jerry Dock, Jerry Euteneuer, Peggy Jo Fortner, Chris Hector, Nancy Hector, Steve Holmstoen, Joe Lepley, Chuck Lingen, Mike McNellis, Tom Plihal and Carl Swanson. Board members Kent Davidson, Don Holm and Harry Wahlquist were absent.
Also present for all or portions of the meeting was Phyllis Latour.
Mr. Lepley, as President, called the meeting to order and announced that a quorum was present. Ms. Beithon served as Secretary for the meeting.
Minutes. Ms. Beithon said that a revised draft of the minutes of the Board meeting on July 14, 2012 and a draft of the minutes of the Board meeting on September 9, 2012 had been provided to Board members prior to the meeting. Upon motion duly made, seconded and approved by a unanimous vote, the minutes of the Board meetings held on July 14, 2012 and September 9, 2012 were approved as presented with one minor correction to the minutes of the September 9, 2012 meetings.
Treasurer’s Report. Referring to a report distributed to Board members prior to the meeting, Ms. Fortner reviewed the Treasurer’s Report as of September 30, 2012, noting that GLSA had 422 members, total assets of $183,612.02 of which $59,610.43 was designated for invasive species. Upon motion duly made and seconded, the Treasurer’s Report as of September 30, 2012 was approved as submitted by a unanimous vote.
Election of Treasurer. Mr. Lepley reported that Chuck Lingen had offered to replace Ms. Fortner as Treasurer effective as of January 1, 2013. Ms. Fortner said she was willing to serve as Treasurer through the end of the calendar year and would be available to provide assistance to Mr. Lingen in connection with the preparation of the 2012 tax return and other transitional matters. Upon motion duly made and seconded, Chuck Lingen was elected as Treasurer of GLSA effective as of January 1, 2013 by a unanimous vote. Mr. Lepley and other Board members thanked Ms. Fortner for her outstanding service as Treasurer of GLSA.
Amended Articles of Incorporation. Referring to a draft of the proposed Amended Articles of Incorporation provided to Board members prior to the meeting, Ms. Beithon reported that this draft of the Amended Articles of Incorporation included the changes discussed at the Board meeting on September 9, 2012. She reported that the language in Article V, Prohibited Activities is consistent with current IRS regulations for 501(c)(3) organizations. Ms. Beithon said that the proposed Amended Articles of Incorporation would need to be submitted to a vote of GLSA members at the 2013 Annual Meeting and copies of the proposed Amended Articles of Incorporation would need to be mailed to members not less than 30 days prior to the 2013 Annual Meeting.
Upon motion duly made and seconded, the Amended Articles of Incorporation, in the form attached hereto as Exhibit A, were approved by a unanimous vote for submission to a vote of the GLSA members at the 2013 Annual Meeting.
Bylaws. Mr. Lepley stated that the discussion on proposed amendments to the Bylaws of GLSA would be deferred to a future meeting.
2013 Budget and Dues. Referring to a report of GLSA expenses in 2012, Mr. Lepley reported that that GLSA expenses through September and part of October 2012 were $13,500 with minimal expenses expected for the balance of the year. Mr. Lepley noted that dues had not been increased for many years. He also stated that if GLSA were to undertake funding an AIS inspection program at the public access in 2013 an increase in membership dues may be warranted. Mr. Lepley led a discussion of the need and advisability of increasing membership dues in 2013. After discussion, it was the consensus of the Board that member dues should be increased in 2013. Mr. Lepley then led a discussion on the amount of the dues increase. After discussion, upon motion duly made and seconded, the Board approved by a majority vote 2013 membership dues of $50.00, an increase of $20.00 over 2012 member dues. Mr. Lepley requested that the 2013 dues letter include the reasons for the dues increase. Mr. Lepley then said that further discussion of the 2013 budget would be deferred to a future meeting.
Emergency Sirens. Mr. Lepley then reported that Southside Township had requested time to present a proposal for GLSA to help fund the installation of emergency sirens on East and West Lake Sylvia. He then turned the floor over to Phyllis Latour. Ms. Latour said that she is a member of the Southside Township Board and that the Township was exploring the possible installation of emergency sirens on the Lake Sylvia. She reviewed the locations of the three proposed sirens. She reported that the total cost of three emergency sirens was estimated to be $59,524 and that Southside Township was asking GLSA to contribute $15,000 towards the installation costs. She also reported that Wright County would “trigger” the emergency sirens in the event of inclement weather. Ms. Latour noted that Southside Township would need to know by early March 2013 if GLSA would make a financial contribution to the proposed emergency siren system. Ms. Latour responded to questions from Board members.
Ms. Latour then left the meeting.
After discussion, upon motion duly made and seconded, the Board voted not to make a financial contribution to the help Southside Township fund the cost of installation of emergency sirens on East and West Lake Sylvia.
2013 Public Access AIS Inspection Program. Mr. Lepley reported that the AIS Inspection Program Committee had been active in the past month and asked Mr. Swanson to report on the activities. Mr. Swanson reported that the DNR had two grant programs for 2013. The first option was for $7,500 for paid Level 1 DNR trained inspectors, which could be used to cover some of the more high risk times – weekends and holidays. Mr. Swanson said the due date for the grant application was December 10 and that he intended to prepare and submit the grant application. Mr. Lepley requested that Mr. Swanson distribute a copy of the grant application to members of the Committee for their review and comment prior to submission. Mr. Swanson said he was looking for volunteers to accompany him to the DNR to deliver GLSA’s grant application.
Mr. Swanson noted that the second grant program involved grants to a local unit of government (“LUG”) for Level 1 DNR inspectors. Under this program, the grant would be made to the LUG to hire and provide Level 1 DNR trained inspectors. This grant application was not due until February 2013. GLSA would need to partner with a LUG for this application. He also reported that the requirement to partner with a LUG made this grant application process more complicated. Board members discussed the feasibility of partnering with Southside Township and Wright County under this grant program.
Board members discussed applying for both DNR grant programs. Mr. Lepley asked the Committee to develop a schedule of proposed inspection hours at the public access.
The Board then discussed efforts to encourage GLSA members to contact their elected representatives to encourage increased DNR funding for preventive actions to stop the spread of AIS (including zebra mussels). Board members also discussed participation by GLSA Board members in the Minnesota COLA and Wright County COLA.
Use of Email Addresses listed in the GLSA Directory. Mr. Lepley led a discussion of whether the email addresses of members should be listed in the GLSA directory. Board members commented that including the email address would be very useful information. GLSA policy has always been that the addresses for GLSA members may not be used for non-GLSA business purposes. After discussion, it was decided to include email addresses in the GLSA directory and include a statement in the directory that the email and mailing address and phone numbers of GLSA members included in the directory may not be used for non-GLSA business purposes.
Upon motion duly made, seconded and approved by a unanimous vote, the meeting was adjourned at 11:20 a.m.
___________________________________________ Joe Lepley, President
Pat Beithon, Secretary